Update employee details in Sage HR Online Services

How to update information shown in an employee's profile in Sage HR Online Services.

Below we explain the different ways you can update employee details in Sage HR Online Services. There are some details you can amend directly in Sage HR Online Services, but some you can only amend through Sage 50 Payroll.

 NOTE: Changes you make won't affect old payslips. To change details on previous payslips you will need to reprocess within Sage 50 Payroll. 

Details you can edit manually in Sage HR Online Services

 NOTE: Some of the details are only available if you enable them in Global permissions. 

 TIP: You can transfer employee detail changes made in Sage HR Online Services over to Sage 50 Payroll to ensure details match. For more information use our guide, Import employee detail changes from Sage HR Online Services to Sage 50 Payroll.  

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Details you can edit via Sage 50 Payroll and uploading payslips

The following details you can also update in Sage HR Online Services by amending them in Sage 50 Payroll, and then uploading payslips.

• First name
• Last name
• Start date
• Address
• Postcode
• Date of birth
• Bank name, account name, account number, and sort code (primary account only)
• Phone number
• Mobile phone number
• Marital status
• Country

 

 NOTE:  The email address (work email) is what the employee uses to log in. This is why, to update their email address, there is a specific process you have to follow. Use our guide, Change an employee's email address. 

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Import details into Sage HR via CSV template

You can complete an import template, then import these additional details into Sage HR. This is a useful way to update or add details for multiple employees.

 NOTE: You can't amend an employee's work email address or bank account details this way. 

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What if the employee profile isn't connected to payroll?

When the employee profile isn't linked to an employee record in Sage 50 Payroll, this means you can't update fields by uploading payslips. 

You can update the details by re-importing them into Sage HR Online Services using a CSV template.

 NOTE: If it's the email address you need to change, you have to terminate and delete the profile in Sage HR. You then re-add the employee with the correct email address.